How to Handle Copying Multiple Dashboards in Tableau: Best Practices for Storyboard Creation

When working in Tableau, especially with large projects that involve multiple dashboards sourced from different locations, creating a cohesive storyboard can sometimes be a challenge. Many users, like you, may experience an issue when attempting to copy and paste several dashboards (14 to 16, for instance) into a single workbook to create a storyboard. Often, Tableau may not allow you to save the project after pasting, leading to frustration. In this post, we’ll explore why this happens and the steps you can take to overcome it.

The Challenge

Tableau excels at creating dynamic visualizations and combining data from different sources. However, when attempting to combine multiple dashboards that utilize the same dataset but are pulled from different locations, saving the workbook can become problematic. The root of the issue often lies in how Tableau handles connections, especially when the data source paths differ, even slightly, between dashboards. Tableau may not be able to reconcile these different paths, resulting in an inability to save your work.

Best Practices to Overcome This Issue

Here are some strategies to ensure your work isn't lost and to help you build a comprehensive storyboard efficiently:

1. Consolidate Your Data Source

One of the first steps you can take to prevent Tableau from getting confused by different data source paths is to consolidate your data. If all your dashboards are pulling from the same dataset but from different locations, try to merge these data sources into one unified location. Whether you’re working with Excel files, databases, or CSVs, moving them to a shared location or consolidating them into a single file can save you from the headaches of mismatched paths.

Tip: Store your dataset in a centralized database or folder to maintain consistency across your dashboards.

2. Use Tableau's Workbook Import Feature

Rather than manually copying and pasting dashboards from different workbooks into one, try using Tableau’s Workbook Import feature. This function allows you to import entire workbooks into a single one without having to worry about breaking links or mismatched data sources.

Here’s how you do it:

• Open your primary workbook.

• Go to File > Import Workbook.

• Select the workbooks that contain the dashboards you want to merge.

This method ensures that all dashboards are pulled in correctly, without needing manual copying, which often introduces errors.

3. Avoid Cross-Workbook Copying

While it might be tempting to copy and paste dashboards from one workbook to another, this method can lead to several issues, including data source misalignment or broken visualizations. Instead of copying, try to recreate essential parts of each dashboard within the same workbook. While this might take more time upfront, it can save you from dealing with issues like Tableau not allowing you to save.

If copying is absolutely necessary, double-check that all the data connections in the new workbook are correctly referenced, and ensure the file paths are consistent.

4. Leverage Tableau's Story Feature

Tableau provides a built-in Story feature that allows you to compile multiple dashboards into a cohesive narrative without needing to copy and paste dashboards manually. This feature is designed for combining different visualizations into a single presentation format and is ideal for creating storyboards.

How to use the Story feature:

• In Tableau, navigate to the Story tab.

• From there, you can drag and drop your dashboards into the story sequence.

• Customize your storyboard by adding captions, descriptions, or key insights between the dashboards.

This method not only helps you organize dashboards more easily but also avoids the complications that arise from cross-workbook copying.

5. Save Incrementally

If you’re working with a large number of dashboards, try to save your work incrementally. Instead of copying all 14 or 16 dashboards at once, try copying a few (e.g., 3-4) at a time and saving after each step. This way, if Tableau runs into trouble saving, you can identify the specific point where the issue occurs, rather than losing all your work.

Bonus Tip: Always keep backup copies of your workbooks to prevent loss of data in case Tableau crashes or fails to save.

6. Review and Clean Data Sources Regularly

In addition to consolidating your data sources, reviewing and cleaning them regularly is essential for smooth dashboard operation. Outdated or incorrect data connections can lead to errors, especially when copying dashboards or combining them in a storyboard. Ensuring that your data sources are up-to-date and clean will help you avoid potential issues that may disrupt your workflow.

Conclusion

Working with multiple dashboards in Tableau can be complex, but following these best practices will help you avoid the common pitfall of being unable to save your storyboard. By consolidating your data sources, using Tableau’s import features, and leveraging its Story functionality, you can create a seamless narrative without the frustration of data mismanagement. With the right approach, you'll be able to craft a compelling, data-driven story in Tableau.

Have you encountered similar issues with Tableau dashboards? Feel free to share your experiences and solutions in the comments below!